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November 01, 2017

Populate Inspection Reports from Formstack and Save in Egnyte

Online forms can make your business more efficient and save you countless hours.  With a tool like Formstack you can easily build forms that are available on your website and mobile devices.  Collecting data from your employees or customers couldn’t be easier.

Add WebMerge to your form process and you can instantly populate templates with data submitted through your forms.  You’ll never have to copy and paste data into a template again!

In this example, we’re going to show you how to automatically populate an inspection report PDF with data from our Formstack form which is filled out by an agent in the field.  We’ll then automatically save these inspection reports in the cloud storage provider, Egnyte.

To get started, we’re going to setup the template for our inspection report.  We’re going to use a Word document for our template.  Inside Word, we’re going to add the repeating information like the labels for the fields, but then for the spots that we want to insert data from the form, we’re going to use merge fields that look like: {$Address}, {$Description}, {$OverallCondition}, etc.

You can name these merge fields anything you’d like (no spaces or special characters).  We’ll hook them up to our form fields later.

Here’s what our inspection report template looks like:
 


Once we have finished our template, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, select Office Document as the document type and then pick the file from your computer.
 


After you’ve uploaded your template, you’ll be taken to the Settings tab where you can modify various options like the type of file that is generated and the name of the file.  For this example, we’re going to produce a PDF and include the date of the inspection in the file name.
 


Next, we’re going to setup the delivery of our document so that it is automatically saved in Egnyte.  From the Deliver tab, click New Delivery and then select Egnyte from the list.  After you authenticate your Egnyte account, you’ll need to pick the folder that you want to save the file in.

We’re also going to use the Property Name as a subfolder, so under More Options check the box that says “Use merge field as subfolder” then pick the PropertyName field.  This will automatically create a new folder for each property (if one doesn’t exist) and save the file in that folder.
 


Once we have saved our Egnyte delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with our Formstack form.

Inside Formstack, we’re going to add the WebMerge integration to our form under Settings > Integration Hub.  You’ll need to enter your WebMerge API Key and Secret (you can create one here).
 


Formstack will give you a list of the documents in your WebMerge account.  Go ahead and pick your inspection report document and then Formstack will load a list of the merge fields in your document.

For each of the merge fields, you need to pick the corresponding field from your form.  This tells Formstack how to send your data over to WebMerge so that it’s populated in the correct spot on your template.
 


After you have matched up all of your merge fields, go ahead and turn on your integration (at the top of the page) and we’re ready for a test!  Open up your form and submit a test submission.  Formstack will send the data over to WebMerge and your inspection report will be populated and saved in Egnyte.

Here’s what our inspection report looked like:
 


Congrats, you’re all done!  You can now instantly populate all kinds of documents with data from your Formstack forms.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?
 

6 min read

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